Administrative Assistant to the Chief Academic Officer - 00070

Administrative Assistant to the Chief Academic Officer

Full Time 1.0 FTE

Reports to: Chief Academic Officer

The Administrative Assistant to the Chief Academic Officer provides comprehensive administrative, operational, and project support to the Chief Academic Officer and the Academic Division. This position serves as a central point of coordination for Learning & Achievement, Research, Evaluation & Testing, Student Support Services, Community Education & Early Childhood, and other assigned departments by coordinating communications, managing calendars and projects, preparing reports and presentations, supporting department operations, and ensuring the efficient administration of the Academic Division.

The Administrative Assistant also collaborates as a member of the Cabinet Administrative Assistant Team, providing administrative support to other members of the Superintendent's Cabinet as needed and serving as backup support for cabinet administrative assistants to ensure continuity of district operations. The Administrative Assistant exercises independent judgment, maintains confidentiality, and works collaboratively with district leaders, principals, staff, families, and community partners to support district priorities and strategic initiatives.

• Manage the daily operations of the Chief Academic Officer's office.
• Coordinate calendars, meetings, appointments, travel, and district events for the Chief Academic Officer.
• Screen incoming calls, correspondence, and requests, responding independently to routine inquiries and directing more complex issues appropriately.
• Maintain confidential information in accordance with the Minnesota Government Data Practices Act and district policies.
• Anticipate administrative needs, prioritize competing requests, and organize work to support efficient operations.
• Develop office procedures and organizational systems that support the effective operation of the Academic Division.

• Prepare correspondence, reports, presentations, agendas, meeting materials, spreadsheets, and other documents for the Chief Academic Officer, School Board, Cabinet, district leadership teams, and community stakeholders.
• Coordinate meetings, committees, leadership teams, and special projects led by the Chief Academic Officer.
• Schedule meeting locations, invite participants, prepare materials, record follow-up actions, and monitor completion of assigned tasks.
• Coordinate logistics for district professional learning, leadership meetings, planning sessions, retreats, and other Academic Division events.
• Maintain project timelines and monitor progress on district initiatives to ensure deadlines are met.

• Provide administrative support across the Academic Division, including Learning & Achievement, Research, Evaluation & Testing, Student Support Services, Community Education & Early Childhood, and other assigned departments.
• Coordinate communication and workflow among departments within the Academic Division.
• Develop and maintain shared calendars, project schedules, and division-wide planning documents.
• Support department leaders in coordinating district initiatives and organizational priorities.
• Collaborate with the Cabinet Administrative Assistant Team to establish consistent administrative practices and support efficient cabinet operations.
• Provide administrative support to other members of the Superintendent's Cabinet as needed to meet district priorities.
• Serve as backup support for cabinet administrative assistants during absences, vacancies, or periods of increased workload to ensure continuity of district operations.

• Serve as a primary point of contact for the Chief Academic Officer's office.
• Respond to questions regarding district procedures, programs, and services using sound judgment and knowledge of district operations.
• Facilitate communication among district administrators, school staff, families, community organizations, and outside agencies.
• Prepare and distribute division communications, meeting summaries, informational materials, and correspondence.
• Maintain positive working relationships with internal and external stakeholders while providing outstanding customer service.

• Process payroll, purchase orders, invoices, contracts, reimbursements, and other financial documents.
• Monitor non-salary expenditures and maintain budget records for assigned departments.
• Coordinate purchasing of instructional materials, office supplies, technology, and professional learning resources.
• Assist with grant documentation, reporting requirements, and other financial records as assigned.
• Maintain inventory of office supplies and coordinate equipment maintenance and repairs.

• Develop and maintain filing systems and electronic records that ensure timely access to information.
• Compile, organize, and prepare data for reports,…